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Office Assistant

3 months ago

Coral Gables, United States GlueIQ Full time

Job Title: Receptionist & Office Assistant

Department: Office Services

Type: Full Time

Location: Onsite at GlueIQ, Coral Gables

Do you have a passion for helping others, love putting a smile on peoples faces, and are you a highly effective & motivated individual? Then youre a great fit for the Receptionist & Office Assistant position on our team. Youll act as the first point of contact for the business, handling the company phone lines, handling mail and deliveries, scheduling meetings, making travel arrangements, and helping us with other administrative & operational duties to keep everything running smoothly. If youre looking for a role where you make a difference every day, start your application today.

DUTIES & RESPONSIBILITIES (but not limited to)

  • Maintain a professional, business-like atmosphere in the reception area, and present an image representing the companys best interest.
  • Maintain an organized reception & office
  • Greets, welcomes, & directs visitors & employees.
  • Manage the companys phone line, screens when necessary, and directs as needed.
  • Office management duties; ordering supplies, calendar management, and other basic duties
  • General clerical duties including photocopying, fax and mailing, sorting & distributing mail/deliveries, maintaining supplies and UPS/FEDEX.
  • Coordinate FedEx shipments including pickups, drop-offs, etc.
  • Assist with event planning
  • Liaise with external vendors, building management, and internal employees across all levels
  • Resolve/escalate office maintenance issues
  • Schedule equipment building repairs as may be requested with proper approval (copy machines, laser printers, etc) to ensure prompt actions.
  • Supporting conformance with company policies, procedures and company software
  • Prepare documents in MS Word, Excel, PowerPoint, and other programs
  • Prepare, edit, and format documents including correspondence, reports, proposals, drafts, memos, office address book and emails
  • Submit expense reports, invoices and orders when necessary
  • Schedule and coordinate meetings, appointments, internal and external events and travel arrangements, if needed.
  • Handle administrative requests and queries from leadership, project managers and engineers.
  • Maintain conference rooms for meetings and assist with catering requests
  • Manage parking validations
  • Assist with company events
  • Receive deliveries FedEx, UPS and other deliveries
  • Other general clerical assistance as required

REQUIREMENTS

  • The successful candidate will possess a strong work ethic, excellent organizational skills, and time management skills with the ability to prioritize and meet deadlines in a fast pace working environment.
  • Must be reliable and punctual.
  • Possesses strong customer service skills and a positive attitude.
  • Must have a positive attitude.
  • Detail-focused individual, who has the ability to learn and adapt quickly
  • Self-driven. Ability to work with no supervision while performing duties.
  • Enjoys working independently and within a team environment
  • Must be able to multitask and successfully manage a variety of demands daily
  • Works well under pressure and with no pressure
  • Must contain (exhibit) a high level of diplomacy when dealing with stressful situations.
  • Must maintain confidentiality of information at all times.
  • Exceptional oral, written and interpersonal communication skills with the ability to apply common sense to carry out instructions and instruct others, interpret documents, understand procedures, write reports and correspondence, speak clearly to customers and employees.
  • Advanced proficiency in office systems, and general office maintenance
  • Must be able to work with Mac & Microsoft Office programs, Word, Excel, Outlook, PowerPoint, and Adobe Acrobat, and G Suite
  • A valid Drivers License and a dependable personal means of transportation are required
  • Spanish-speaking a plus, but not required
  • Business casual attire

Education & Experience:

  • Must have unrestricted work authorization to work in the United States
  • High School Diploma or GED equivalent.
  • Proficient in Microsoft Office Suite & GSuite
  • Valid Driver's License

Physical Requirements:

  • This role may have physical demands including, but not limited to, lifting, bending, pushing, pulling and/or extended walking and standing.
  • Must be able to lift 25lbs
  • Spanish-speaking preferred, not a requirement

Job Type:

  • Full-time, in our Coral Gables office locatio
  • Available on evenings & weekends for any urgent needs
  • Parking provided on site
  • Opportunity to grow to full time and within the company

Benefits

  • Glue-IQ pays 100% of Health plan premium (health, dental, vision)
  • 401k Plan profit-sharing plan
  • Client-specific benefits and perks
  • Office is the heart of Coral Gables

ABOUT GLUEIQ

GlueIQ is the brainchild of our collective obsession with Creativity, Culture, and Tech. We understand that complex problems are best solved collaboratively, and it was time for a creative consultancy model that could foster those critical connections between people, process, and tools that drive meaningful growth for our clients

*GlueIQ is strongly committed to hiring a diverse staff, and believes all experiences and perspectives bring value to our clients. GlueIQ does not discriminate on the basis of race, color, gender, disability, age, religion, sexual orientation, national origin, ethnic origin, or any other characteristic protected by state or federal law.

The above statements are intended to describe the general nature and level of work being performed. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required. All employees may be required to perform duties outside of their normal responsibilities from time to time, as needed.?